POSITION PURPOSE AND SCOPE

The Operations Coordinator is responsible for increasing sales and profits of the bakery through sound management and leadership practices, executed primarily through solid operation, financial management and people development to maximize Guest satisfaction. The Operations Co- Ordinator must consistently demonstrate as well as enforce company policies, practices and procedures in a proactive and timely manner.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Sales and Profits

1. Monitor and oversee Company’s weekly sales goals in liaison with Bakery Managers to ensure achievement of targets in accordance with Company Strategic Plan; 

2. Drive incremental sales growth in collaboration with Bakery Managers;

3. Manage bakery profit by controlling sales and operating costs with special emphasis on the critical food cost (Yields and Wastage);

4. Monitor Bakery inventory levels to ensure product availability and optimum cash flow;

5. Monitor purchasing on a weekly basis to avoid expenses in excess of the monthly budget and labour budget

Performance Management

1. Conduct periodic audits in collaboration with Audit and Compliance Coordinator at locations;

2. Manage and troubleshoot equipment repairs and related paperwork by following company standards for reporting maintenance problems;

3. Assist with marketing programs, including the display of POP marketing/merchandising materials and corresponding training of employees;

4. Proactively seek local store marketing opportunities, contacting various organizations in the community for sales opportunities;

Service & Product Quality

1. Monitor and evaluate guest service and satisfaction periodically and promptly address guest complaints to achieve suitable resolutions;

2. Ensure product quality via implementation and execution of the PACE system, in all bakeries, taking corrective action when necessary;

3. Assist with preparation and baking of products.

Staffing

1. Review and monitor employee’s working hours and weekly rosters, to avoid overtime;
2. Monitor bakery staffing plans, to ensure adequate staffing per shift according the season;
3. Develop succession plan in collaboration with Managing Director;

4. Conduct interviews with appropriate selection tools and background process;
5. Review and co-ordinate submission of timesheets.

Training

1. Supervise training processes and procedures for all employees and follow up to ensure thorough execution of training standards; 

2. Conduct performance reviews in a timely manner for Managers and Assistant Managers;

3. Ensure all the Managers conduct staff evaluations at the requisite time;

4. Direct and support Bakery Manager and Assistant Manager by coaching, counselling and training to accomplish Company Strategic Plan;

Policies and Procedures

1. Monitor procedures to ensure compliance with all Company policies, rules and regulations; 

2. Comply with Brand standards and Health requirements and/or other agencies to ensure a clean and safe bakery environment at all times as defined by operational standards in the Operations Manual;

3. Ensure compliance with company cash control and security policy;
4. Ensure safe working conditions in the bakery;

5. Ensure accidents and incidents are reported to the appropriate authority in a timely manner;

6. Monitor procedures for resolving Ministry of Health violations promptly.

Administration

1. Coordinate clearing of shipment of goods and create and maintain a detailed Company inventory database;

2. Create systematic methods for handling and tracking of inventory; 

3. Monitor of branch inventory turnover to ensure that branch has necessary products/small wares;

4. Arrange, coordinate and oversee quarterly and annual physical inventory checks;

5. Prepare purchase orders and supplier bid lists to obtain competitive quotations on commodities and services;

6. Establish and maintain Key Supplier Agreements, accurate records and documentation on all solicitations, responses, purchases, contracts, correspondence and related follow up;

7. Analyze current procurement activities and recommending improvement through more efficient procurement methods, quantity discounts, standardization, value analysis and cooperative purchasing;

8. Submit all required documents/paperwork to Head Office within the stipulated time frames;

9. Manage back office administrative duties in an accurate and timely manner;
10. Perform any other related duties, as required.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

• Managing and motivating people – Includes staff in planning, decision-making, facilitating and process improvement; Takes responsibility for subordinates’ activities; Makes self available to staff; Provides regular performance feedback; Develops subordinates’ skills and encourages growth; Solicits and applies customer feedback (internal and external); Fosters quality focus in others; Improves processes, products and services; Continually works to improve supervisory skills.
• Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
• Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Judgment – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Technical Skills – Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Quality Management – Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness. 
• Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

SUPERVISORY RESPONSIBILITIES

Directly manages a maximum of fifteen (15) employees, and carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.

QUALIFICATIONS AND EXPERIENCE

• At least eight (8) years experience in a similar position in food service and/or retail environment;
• At least five (5) years supervisory experience;
• Bakery experience would be an asset;
• Bachelor’s Degree in Business Management; Hospitality; Marketing or Customer Service would be an asset.
• Proficient in Microsoft Office suite and inventory management.

SKILLS AND ABILITIES

• Working knowledge  and  understanding  of  financial  statements,  reports  and  accounting processes;
• Demonstrated ability to positively effect sales and profitability;

• Superior decision-making, problem-solving and analytical skills;

• Superior conflict-management abilities;
• Excellent time management skills;
• Excellent communication skills both verbal and written;

• Excellent interpersonal skills and a collaborative management style;

• Excellent computer skills and proficient in excel, word, outlook, and access;